Organising an event in Murrindindi Shire

Organising an event in Murrindindi Shire

Whether you are hosting an event for the first time or have previous experience hosting events, you may need to check whether permission from Council or other providers is required. Some events require permits from Council, such as a Temporary Road Closure permit, Place of Public Entertainment permit, Streatrader or Local Laws permits, etc. 

  

There are currently Victorian State Government requirements for public events being held in Victoria to ensure they meet their safety obligations and responsibilities during the coronavirus (COVID-19) pandemic. Under the Public Events Framework, all event organisers are required to register their event with the Victorian Government and provide supporting documentation to ensure coronavirus safety measures are in place for attendees, staff and organisers.

 

The Victorian Government QR Code Service is free for all Victorian businesses and venues to register and enables visitors to check-in and help contact tracers in the event of a positive case of coronavirus (COVID-19) being identified. If you require any assistance with this, please contact Council's Tourism and Events team on (03) 5772 0333 or by email at events@murrindindi.vic.gov.au

Register your Event

 

Please complete an Event Notification Form so we can help support your event and guide you through the process. It is recommended that you submit the form as early as possible to ensure that there is enough time to obtain any permits before your event takes place.

 

Once received, you will be contacted about your event and any permit requirements within 5 business days. If a permit is required, you may be asked to provide further supporting information.

 

Event Notification form

 

The Tourism and Events team can assist event organisers by providing advice on any permits or requirements that may be needed to hold an event. For more information, please contact the team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au

You may also be eligible to apply for an event support grant, please see our Grants and Contributions web page for more information.

 

Permit application process

Once you have submitted an event notification form, the information provided is reviewed and then circulated to relevant Council departments for feedback. Within that time you may receive a phone call from a Council Officer to discuss you event plans in more detail, otherwise an email will then be sent to you within 5 days listing out any other requirements and permits that you may need for your event and how to apply. 

If permits are required, you will need to submit an application for each permit you need. The relevant Council departments will assess your applications and issue permits separately. If further information is needed, you will be notified within 10 working days of Council receiving the Event Notification Form. 


Providing upfront information for all your event plans including a list of food vendors, entertainment etc. will help us better assess your application and make sure you receive the right permits. 

Please keep in mind that incomplete information or any changes made after your application has been submitted may result in delays or a resubmission of your application.

 

To ensure there is enough time to obtain necessary information or permits, the following timeframes should be used as a minimum before your event takes place:

  • small (20–500 people) – 3 months in advance
  • medium (500–1,000 people) – 4 to 6 months in advance
  • large (1,000–4,000 people) – 7 to 10 months in advance
  • very large (4,000 or more people) – 12 months in advance

 

Events on private land

If you are planning to host an event on private land, you may need to apply for a planning permit based on the location of the event. Please visit the Planning permits section for more information. 

Please note that if a planning permit is required, you will need to start the process at least 6 months in advance.

If you are unsure if your event needs a planning permit, please contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au for support.

Local Laws

You may need to apply for a Local Law permit if you wish to do any of the following:

  • Hold an event on public land 
  • Close off certain roads temporarily 
  • Alter the flow of traffic for the duration of your event
  • Require permission for public land access
  • Consume alcohol at your event

Apply for a Local Laws Short Term Activity permit


Please note:
an event that takes place on an arterial road will require a Regional Roads Victoria Event Permit which can take between 6-8 weeks. 

 
If you are unsure whether you require a Local Laws permit, please contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au for support.

Road closures for events

If your event plans to close or alter the flow of traffic on local or arterial roads for any period of time, you will be required to obtain a Traffic Management Plan supplied by an accredited provider. 

To apply to close a local road you will need to complete a Local Law permit and submit this together with a Traffic Management Plan. To apply to close an arterial road you will need to lodge an application with Regional Roads Victoria together with a Traffic Management Plan.

 

If you are unsure if your event needs a road closure, please contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au for support.

Serving food and beverages at your event

If you are planning to sell or serve food at your event or have food and non-alcoholic beverage vendors, you and your vendors will need to register with Streatrader.

 

If you intend to serve or sell alcohol, or have alcohol at your event, you will need to register with Victorian Commission for Gambling and Liquor Regulation (VCGLR) 

 

If you are unsure if your event needs registration with Streatrader or VCGLR, please contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au for support.

Event Management Plan

Emergency Management Victoria have produced a set of guidelines, contained in the document Victorian Guidelines for Planning Safe Public Events(PDF, 4MB)

The majority of events require an Event Management Plan to ensure the safe running of the event. Please click the following link for a Sample Event Management Plan Template(DOC, 352KB) or you may wish to use your own or one sourced from the internet. Please contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au for support.

 

 

Place of public entertainment (POPE)

If you are planning to erect temporary structures for your event or are holding an event in a location that is deemed not to be normal practice (e.g. a music concert on a football oval), this area is classed as a Place of Public Entertainment.

 

Under the building act 1993 and Regulations 2006, you must obtain a POPE Occupancy permit from Council.

 

POPE application form

 

You might need to apply for a POPE if you are:

  • Planning to use temporary structures (tents or marquees bigger than 100 square metre, prefabricated buildings not placed directly on the ground, a stage bigger than 150m or orchestra pit covers
  • Planning to have terraced seating (seating stands) for more than 20 persons
  • Planning to host an event that is substantially enclosed
  • Charging admission 
  • Planning to host an event in a venue bigger than 500 square metre unless:

(i) the place is used for the purposes of conducting an event or activity which is organised and controlled by a community-based organisation; and
(ii) the number of persons in the place at any one time during the event or activity does not exceed 5000. 

 

If you are unsure if your event needs a POPE permit, please contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au for support.

Waste management

When holding an event please ensure that all litter is managed in a responsible way to prevent it from entering the surrounding area during and after your event. Waste must be sorted into recycling and landfill with adequate signage on bins. If Council is required to undertake any additional cleaning to restore the area to its pre-event condition, you may incur a charge.

 

Council can provide up to 5 recycling and 5 garbage bins free of charge in support of your event, for events that implement recycling. Event bin charges are $18 per bin (garbage or recycling) including delivery and removal, and $15 per bin to empty bins during an event. Event bin lids can be provided free of charge to help clearly identify garbage and recycling bins.

 

Please fill out an Event Bin Request Form at least 2 weeks before your event to confirm your order of bins and arrange delivery time and location. Events with over 1000 attendees will require a waste management plan. See Waste Management Plan Document(PDF, 298KB) for reference.

 

Event Bin Request form

 

Please contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au for further information and support.

 

Facilities & Utility Hire

Council manages eight venues across Murrindindi Shire that are available to book for your event. These include Alexandra Council Chambers, Kinglake Community Centre, Kinglake Service - Meeting Room, Thornton Memorial Hall, Yea Council Chambers, Yea Railway Reserve & Goods Shed and Yea Shire Hall.

If you would like to make a booking for a venue managed by Council please complete the booking form

 

If you require access to electrical power outlets or keys for sites, buildings or other Council assets for your event you need to fill in utility authorisation form

 

Please contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au for further information and support.

Event signage and banners

Some of Murrindindi Shire’s township entry signs enable the attachment of promotional banners and signs for community events and activities.

 

Event organisers wishing to display promotional banners/signs on the major township entrance signs across Alexandra, Eildon, Kinglake, Marysville and Yea, will need to contact the Tourism and Events team to book a spot. Event organisers wishing to use smaller township signage listed in the Township Entry Signs Location document can do so without needing to book.

 

Further details on township entrance sign guidelines, locations, size and dimensions please refer to the following document Township Entrance Signs Locations & Guidelines(DOCX, 275KB)

 

Please contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au to book a signage spot or for further information and support.

Promote your event

You can promote your approved event on Council's 'What’s On Murrindindi' calendar by listing with ATDW free of charge.

We also encourage event organisers to utilise social media to promote their event where feasible via both local community groups and paid advertising to target markets. In addition, you may wish to consider other means of promoting your event via print media, posters and banners or via radio and TV.  

For more information, please visit How to create an ATDW event listing. To discuss how you can promote your event, contact the Tourism and Events team by calling (03) 5772 0333 or emailing events@murrindindi.vic.gov.au for support.